Laser Lab
Reservation

Step 01

Getting Into the Portal

Reservations are made through the WebCheckOut Patron Portal at bsu.webcheckout.net. You can also find it on my.bsu under Additional Tools → “WebCheckOut Patron Portal.”

Once you have accessed the Patron Portal link, a page will open to display upcoming reservations, current checkouts, checkout resources and your reservation history.

Figure 1: The Patron Portal home page — upcoming reservations, current checkouts, checked out resources, and history.

Quick Facts

What You’re Booking

Step 03 · 12 Steps

Booking a Machine

Work through these in order. The reservation is built in two halves: First you set the time and accept the lab policy, then you go into the catalog and add a machine to it.

• Choose “New Reservation”

  From this page choose New Reservation in the left-hand Cart panel.

  

  Figure 2: Choose “New Reservation” from the Cart panel.
• Select the Checkout Center

  A window will open asking you to choose the checkout center CAP Laser Machines. Once you have made that selection, choose OK.

  

  Figure 3: Select Center → CAP Laser Machines → OK.
• Dismiss the Message of the Day

  A Message of the Day will appear with lab hours. Dismiss to access the reservation page.

  Note: the hours shown in this popup are the current posted hours for the week — read them before you book. Full hours are also on the Hours page and are subject to change.

  

  Figure 4: The Message of the Day carries the week’s lab hours. Dismiss it to continue.
• Input Your Date & Time

  In the next window you will input your desired date and time from the drop down.

  

  Figure 5: Set the start and end date/time from the Times drop downs.
• Confirm the Time & Read the Laser Lens Policy

  Click the green check mark and read the lab statement regarding the laser lens policy. Once you have read the policy click in the box to indicate as such.

  

  Figure 6: Click the green check mark, then click the Patron Agrees to Terms and Conditions box.

  

  Figure 7: The time is confirmed and the policy box is checked.
• Choose the Green “All” to Submit

  Choose the Green ✓ All to submit your time and policy agreement together.

  

  Figure 8: Choose the Green “All” to Submit.
• Select “Browse Catalog”

  Next select Browse Catalog to add a machine to the reservation.

  

  Figure 9: With the time locked in, press Browse Catalog to add items.
• Choose the Machine Size

  Choose the machine you wish to use, Large, 18 × 32, or Medium, 18 × 24. There are 3 large 18 × 32 machines. They are identified as A, B, and C. There is one medium, 18 × 24 machine, it is identified as D.

  Note: the walkthrough below uses Large, 18 × 32.

  

  Figure 10: The catalog lists the Large (18 × 32) and Medium (18 × 24) machines.

  

  Figure 11: Inside Large — 18 × 32 you’ll see Laser Machine A, B, and C.
• Add Your Machine to the Cart

  From this window choose the green shopping cart that correlates with your desired machine.

  Machine busy? If your desired machine is busy during the time you wish to reserve, choose the icon next to the cart to view the hours it is available. You may also see when all 3 machines are available by choosing Timeline, middle center of the screen.

  

  Figure 12: Green cart to add; the icon beside it shows available hours; Timeline shows all 3 machines at once.
• Return to Reservation

  Once your machine is in the cart, choose Return to Reservation. The reservation is ready to submit.

  

  Figure 13: This example has Machine A in the cart, then Return to Reservation.
• Add Your Details

  Before you submit, put your name and class in the Allocation Notes field so the lab knows who’s booking.
• Submit the Reservation

  When the reservation reads Looks Good!, choose Submit Reservation in the lower-right corner.

  

  Figure 14: The completed reservation, ready to submit.

Step 04

Limits the System Enforces

The system will only allow you to reserve 1 machine at a time, 1 hour per day. It will prompt you that it is not ready to save until errors are resolved.

• Machine reserved for more than 1 hour per day.
• Machine reserved with less than 1 minute of advance notice.

• Approval

  Reservations are approved automatically unless the machine is already scheduled. Unlike the Outlook Calendars, this system will hold your appointment without an internal approval. It also prevents double booking of machines.
• Faculty — Large Blocks of Time

  Faculty who wish to reserve large blocks of time may contact the lab. We are able to accommodate those arrangements can be made for you.
• Reservation Length

  Reservations are limited to a minimum of 30 minutes to 1 hour.

Step 05

After You Submit

Once this reservation is completed you will receive an email notification that it has been submitted. When it is approved, you will receive a confirming email. A follow up email from WebCheckOut will be sent to you 1 hour prior to the appointment reminding you that you have an appointment.

• Plan to Attend

  This reservation indicates that you need to use a machine. Please plan to attend even if you have not received an email confirmation that it is confirmed.
• Don’t Need It? Cancel It.

  If you do not need your appointment, cancel it. No shows are flagged and charged a $10 fee to your bursar account.

Step 06

How to Cancel

From the main page you can also cancel or edit your appointment. The example below cancels CK-67005.

• Open the Reservation

  Click on the reservation in the home window.

  

  Figure 15: The reservation opens in its own window.
• Choose “Cancel CK-67005”

  Another window will open. Choose Cancel CK-67005 from the Actions panel. Your own reservation will carry its own CK number.

  

  Figure 16: Cancel CK-67005 sits in the Actions panel on the left.
• Confirm the Cancellation

  A confirmation dialog asks whether you are sure you want to cancel the reservation. This cannot be undone. Choose Yes.

  

  Figure 17: Confirm with Yes — the cancellation cannot be undone.
• Cancellation Confirmed

  At the top in the dark red bar it says the reservation is cancelled. You will receive an email to your Ball State University email account that states the appointment has been cancelled.

  

  Figure 18: The dark red bar confirms the reservation is cancelled.